Secretary - Grounds and Maintenance

Primary Purpose: Under moderate supervision organize and manage the routine work activities of department office and provide clerical support to a director or department head and other staff members. Qualifications: Education/Certification: High school diploma or GED Special Knowledge/Skills: Proficient skills in keyboarding, data entry, word processing, and file maintenance Ability to use software to develop spreadsheets and databases and do word processing Ability to prioritize workflow to address the multiple needs of the supervisor or the department Knowledge of correct English usage, grammar, spelling, and punctuation Provide Bilingual communication Ability to multi-task numerous complex administrative activities Basic math skills Strong organizational, communication, and interpersonal skills Experience: _2_ years secretarial experience Major Responsibilities and Duties: Records, Reports, and Correspondence 1. Prepare correspondence, memorandums, forms, requisitions, and reports for the director, department head and other department staff members. 2. Compile, maintain, and file all reports, records, and other documents as required. 3. Compile maintain, and file all reports, records, and other documents as required including bus incident reports, trip forms, and student records. 4. Compile maintain, and file all reports, records, and other documents as required including bus incident reports, trip forms, and student records. 5. Answer incoming calls, take messages, and route them to appropriate staff. Handle questions and requests that fall within level of responsibility Accounting 6. Perform routine bookkeeping tasks and maintain department budget records. Prepare and process department purchase orders, payment authorizations and calculating trip tickets and billing appropriate department or campus for payment. 7. Compile and report time records, including leave requests and reports. Prepare payroll data on department employees. Manage Time Clock Plus. 8. Order and maintain inventory of office supplies and program equipment. 9. Monitor and process personnel time records including leave requests and reports and submit in accordance with district procedures. Other 10. Answer and respond to incoming calls, take reliable messages, and route to appropriate staff. 11. Maintain a calendar of department activities and staff schedules and make appointments as required. Make meeting arrangements including arranging and setting up facilities and equipment and preparing materials. 12. Receive, sort, and distribute mail and other documents to department staff. 13. Maintain confidentiality of information. 14. Other duties as assigned. Supervisory Responsibilities: None. Mental Demands/Physical Demands/Environmental Factors: Tools/Equipment Used: Standard office equipment including personal computer and peripherals Posture: Prolonged sitting; occasional bending/stooping, pushing/pulling, and twisting Motion: Repetitive hand motions including frequent keyboarding and use of mouse; occasional reaching Lifting: Occasional light lifting and carrying (less than 15 pounds) Environment: May work prolonged or irregular hours; occasional districtwide travel Mental Demands: Work with frequent interruptions; maintain emotional control under stress

Created: 2026-03-04